Land Trust & Deed Specialist

Job Purpose:

To assist with the filing and processing of documents related to estate planning, focusing on land trusts and deeds. This role involves researching county records, drafting and recording documents, data entry, and corresponding with clients to ensure accurate and timely service delivery.


Key Responsibilities:

Document Management:

• Research county records and rules to ensure accurate documentation.
• Draft, record, and manage land trust and deed-related documents.
• Ensure all documents are properly entered into the system and scanned for digital records.

Client Interaction:

• Email clients the documents they request and respond to their inquiries in a timely manner.
• Ensure each client receives the "Anderson Way" client experience.
• Communicate with clients using proper phone, email, and office etiquette.

Administrative Support:

• Perform data entry and scanning of documents.
• Handle shipping and receiving of correspondence related to land trusts and deeds.
• Maintain organized and accurate records of client interactions and document filings.

Research and Analysis:

• Conduct research on county records and rules to ensure compliance.
• Gather and analyze information relevant to land trusts and deeds.
• Provide insights and recommendations based on research findings.

Team Collaboration:

• Work collaboratively with team members on assigned tasks and projects.
• Share information and resources with team members to support departmental goals.
• Participate actively in team meetings and activities.

Competencies:

Integrity

• Acts as a role model for ethical behavior.
• Resolves complex ethical dilemmas.
• Provides guidance on ethical issues to colleagues.

Accountability

• Oversees team projects and ensures accountability at all levels.
• Takes responsibility for team performance and outcomes.
• Coaches others in taking responsibility for their work.

Customer Focused

• Builds and maintains strong relationships with key customers.
• Anticipates customer needs and offers proactive solutions.
• Leads initiatives to improve customer service practices.

Time Management / Organization

• Plans and organizes team projects and resources.
• Implements effective time management strategies for the team.
• Anticipates and addresses potential scheduling conflicts.

Communication

• Communicates complex ideas clearly and persuasively.
• Manages difficult conversations with tact and diplomacy.
• Coaches others on effective communication techniques.

Teamwork

• Leads team projects and fosters a collaborative environment.
• Mentors and supports team members to enhance performance.
• Manages significant team conflicts effectively.

Self-Motivated

• Inspires and motivates others to achieve high performance.
• Takes on challenging projects and drives them to completion.
• Leads initiatives to improve team or department performance.

Required Qualifications:

• Enjoy helping others and able to work well under pressure.
• Excellent computer skills, including 60WPM+ typing speed and 10-key proficiency.
• Proficient with MS Office and Google Apps.
• Comfortable navigating the internet and researching information.
• Experience in a title company preferred but not required.
• Ability to work independently and as part of a team.
• Strong organizational and problem-solving skills.

Preferred Qualifications:

• Paralegal Certification or degree in Paralegal Studies.
• Associate’s degree or higher preferred.
• Experience with CRM systems.

Performance Metrics:

• Accuracy and timeliness of document management and recording.
• Client satisfaction measured through feedback and service delivery.
• Efficiency in managing research and administrative tasks.
• Team collaboration and support.
• Adherence to compliance requirements and company policies.